Privacy Policy

1. Introduction

ARCEROS ("we," "our," or "us") is a Canadian digital marketing agency operating as a sole proprietorship registered in Ontario under the laws of Canada.

We are committed to protecting the privacy of our website visitors, prospective clients, and existing clients in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy legislation.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and what rights you have regarding your data.

By visiting our website, submitting a contact form, booking a consultation, or engaging our services, you acknowledge that you have read and understood this Privacy Policy.

2. Who This Policy Applies To

This policy applies to:

• Website visitors at arceros.com

• Prospective clients who submit enquiry forms or book consultation calls

• Existing clients whose personal and business data we handle in the course of delivering our services

• Any individual whose personal information is processed by ARCEROS in connection with our commercial activities

3. Information We Collect

A. Information You Provide Directly When you interact with our website or engage our services, we may collect:

• Full name

• Email address

• Phone number

• Business name and industry

• Role or job title

• Service enquiry details

• Any information you voluntarily share during consultation calls or client onboarding

B. Information Collected Automatically When you visit arceros.com, we automatically collect certain technical data, including:

• IP address and approximate geographic location

• Browser type and version

• Device type and operating system

• Pages visited and time spent on each page

• Referral source (how you arrived at our site)

• Interactions with forms, buttons, and CTAs

This data is collected via cookies, pixels, and analytics tools described in Section 7.

C. Client Business Data When you engage ARCEROS for paid advertising or website services, we may access and process:

• Google Ads account data (campaigns, spend, conversions, audience data)

• Meta Ads account data (campaigns, audiences, pixel data, creative performance)

• LinkedIn Ads account data

• Instagram business account data

• Website analytics data (Google Analytics 4)

• Client website files, hosting credentials, and CMS access (where website management is within the scope of engagement)

• Customer data belonging to your business (where shared for campaign targeting purposes)

This data is accessed solely for the purpose of delivering the services outlined in your service agreement with ARCEROS. We do not use client business data for any purpose beyond your engagement.

4. How We Use Your Information

We use the collected information for the following purposes:

• Responding to enquiries and consultation requests

• Delivering paid advertising, web development, and digital marketing services

• Managing client campaigns across Google Ads, Meta Ads, LinkedIn Ads, and other platforms

• Generating performance reports and analytics

• Sending service-related communications (project updates, invoices, reporting)

• Scheduling consultations via meet.google.com or zoom.com

• Automating lead capture and internal notifications via Make.com

• Improving our website and service delivery

• Complying with legal and regulatory obligations

• Protecting our legitimate business interests

We do not use your personal information for unsolicited marketing without your express consent. We do not sell, rent, or trade your personal information to any third party under any circumstances.

5. Legal Basis for Processing

Under PIPEDA, we collect and process personal information on the following bases:

• Express consent: When you submit a contact form, book a call, or sign a service agreement

• Implied consent: When you browse our website, cookies are set as described in Section 7

• Contractual necessity: When processing is required to deliver services you have engaged for

• Legitimate interest: When processing is reasonably necessary for our business operations and does not override your rights

• Legal obligation: When required by Canadian law or regulatory authority

You may withdraw consent at any time by contacting us at support@arceros.com. Withdrawal of consent may affect our ability to deliver certain services.

6. Third-Party Tools and Data Processors

In delivering our services, ARCEROS uses the following third-party platforms that may collect or process personal data. Each operates under its own privacy policy and data processing terms.

When client data is shared with these platforms for advertising purposes (such as custom audience uploads or pixel tracking), this is done solely under the direction of the client and in accordance with each platform's data policies and terms of service.

ARCEROS ensures that all third-party processors used in service delivery maintain data protection standards consistent with PIPEDA requirements. We do not share personal data with third-party processors beyond what is necessary to deliver the specific service engaged.

7. Cookies and Tracking Technologies

Our website uses the following tracking technologies:

A. Cookies

Small text files stored on your device that help us understand how visitors use our site. We use both session cookies (deleted when you close your browser) and persistent cookies (retained for a set period).

B. Analytics

Pixels Google Analytics 4 tracking code is installed on arceros.com to collect anonymous traffic data, including page views, session duration, and user behavior patterns.

C. Advertising

Pixels, Google Ads conversion tracking, and Meta Pixel may be active on our website to measure the performance of our own advertising campaigns and to enable re-marketing to website visitors.

Types of cookies we use:

• Essential cookies: Required for basic site functionality. Cannot be disabled.

• Analytics cookies: Help us understand site traffic and behavior. May be disabled.

• Marketing cookies: Support advertising campaign measurement. May be disabled.

You may manage or disable cookies through your browser settings at any time. Please note that disabling certain cookies may affect the functionality of our website.

By continuing to use arceros.com, you consent to the use of cookies as described in this policy.

8. Client Data - Specific Provisions

Given the nature of ARCEROS services, the following provisions apply specifically to data handled on behalf of clients:

A. Ad Account Access

When you grant ARCEROS access to your Google Ads, Meta Ads, LinkedIn Ads, or other advertising accounts, we access this data solely to manage and optimize campaigns within the scope of our engagement. We do not extract, store, or use your ad account data beyond what is required to deliver your contracted services.

B. Payment Information and Billing Access

In the course of managing paid advertising campaigns, ARCEROS may be granted access to the billing sections of client advertising accounts (including Google Ads, Meta Ads, and LinkedIn Ads) for the purpose of:

• Monitoring ad spend against agreed budgets

• Troubleshooting billing errors or payment failures

• Verifying that campaigns are running without interruption

ARCEROS does not store, record, screenshot, or retain any client payment card information, banking details, or billing credentials. All payment information remains within the client's own advertising platform account and is never transmitted to or stored by ARCEROS systems.

Where a client requests that ARCEROS assist with adding or updating payment methods on an advertising platform, this is performed within a live screen share session or directly by the client - never by sharing card details via email, messaging, or any other channel.

ARCEROS strongly advises all clients against sharing full payment card numbers, CVV codes, or banking credentials via any digital communication channel, including email, WhatsApp, or messaging platforms. ARCEROS accepts no liability for financial loss resulting from a client's choice to share payment information through unsecured channels.

C. Business Verification Documents

Advertising platforms, including Google Ads, Meta Ads, and LinkedIn Ads, periodically require business verification to activate or maintain advertising accounts. This process may involve submitting:

• Government-issued business registration documents (such as a Master Business Licence)

• Business owner identification documents

• Business address verification

Where ARCEROS assists a client with this verification process:

• Documents are submitted directly through the platform's official verification portal only - never stored on ARCEROS devices, servers, or cloud storage

• Identity documents are not retained beyond the immediate verification submission

• ARCEROS will never request identity documents via email or messaging - all document handling occurs within the official platform interface only

• Clients are advised to submit sensitive identity documents directly through the platform wherever possible

ARCEROS treats all business verification documents as highly sensitive personal information and applies the strictest available data minimization principles — collecting and handling only what is strictly necessary and for no longer than the verification process requires.

D. No Storage of Financial or Identity Data

ARCEROS does not operate as a payment processor and is not PCI-DSS certified. We do not store, process, or transmit payment card data through our own systems under any circumstances.

All client advertising spend is managed through the client's own billing relationship with the relevant advertising platform (Google, Meta, LinkedIn). ARCEROS does not hold client funds, process client payments to third-party platforms, or act as a financial intermediary between the client and any advertising platform.

Any invoices issued by ARCEROS to clients relate exclusively to our management fees and are settled directly between the client and ARCEROS - not through advertising platform billing accounts.

E. Audience and Customer Data

Where you share customer lists, email audiences, or CRM data for the purpose of advertising targeting, you represent and warrant that:

• You have obtained all necessary consents from your customers to share their data with advertising platforms

• You have the legal right to use this data for advertising purposes

• The data sharing complies with applicable privacy laws, including PIPEDA and CASL.

ARCEROS accepts no liability for client-provided audience data that is shared without proper consent from the individuals whose data it contains.

F. Website Access

Where ARCEROS is engaged for website development or management, access to hosting credentials, CMS platforms, and associated data is maintained only for the duration of the engagement. Upon termination of the service agreement, access is returned to the client or revoked in full.

G. Subcontractors

ARCEROS may engage international subcontractors (including developers based outside of Canada) to assist in service delivery. Where subcontractors access client data, they are bound by confidentiality obligations consistent with those set out in this policy and in the client service agreement. ARCEROS remains accountable for the data protection practices of all subcontractors engaged on your behalf.

9. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy and to comply with our legal obligations.

Retention periods by data type:

• Website enquiry data: 24 months from the date of last contact

• Client service records: 7 years from the end of engagement (for tax and legal compliance purposes)

• Campaign performance data: Duration of engagement plus 12 months

• Accounting and invoice records: 7 years (as required by the Canada Revenue Agency)

Upon expiry of the applicable retention period, personal information is securely deleted or anonymized.

10. Data Retention

ARCEROS implements reasonable technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction.

These measures include:

• Encrypted data transmission (HTTPS/SSL) across all ARCEROS platforms

• Password-protected access to all client accounts and internal systems

• Two-factor authentication on all platforms containing client or personal data

• Limited access - only individuals who require access to specific data to deliver services are granted that access

• Secure deletion of data upon the end of the retention period

While we apply industry-standard security measures, no method of data transmission or storage over the internet is completely secure. ARCEROS cannot guarantee the absolute security of information transmitted to or from our website.

In the event of a data breach that creates a real risk of significant harm, ARCEROS will notify affected individuals and the Office of the Privacy Commissioner of Canada (OPC) as required under PIPEDA.

Where ARCEROS engages subcontractors or third-party service providers in the delivery of client services, those parties are bound by confidentiality obligations and data handling requirements consistent with this policy. ARCEROS remains the accountable party for personal information under its control and maintains oversight of subcontractor data handling practices throughout all engagements.

11. Limitation of Liability

To the maximum extent permitted by applicable Canadian law:

• ARCEROS shall not be liable for any indirect, incidental, special, or consequential damages arising from our data handling practices, except where such damages result directly from our gross negligence or willful misconduct.

• Our total liability arising from any privacy claim shall not exceed the total fees paid by the relevant client to ARCEROS in the three (3) months preceding the claim.

• ARCEROS accepts no liability for data breaches, unauthorized access, or privacy violations caused by third-party platforms (including Google, Meta, LinkedIn, or any other platform) operating under their own privacy policies and terms of service.

• ARCEROS accepts no liability for client-provided data that was collected, stored, or shared by the client without proper consent or in violation of applicable privacy law.

Nothing in this limitation of liability excludes liability that cannot be excluded under applicable Canadian law.

12. Your Rights Under PIPEDA

As an individual whose personal information we hold, you have the right to:

• Access the personal information ARCEROS holds about you

• Request correction of inaccurate or incomplete information

• Withdraw consent for non-essential data collection or marketing communications

• Request information about how your data has been used and to whom it has been disclosed

• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated

To exercise any of these rights, contact us at support@arceros.com. We will respond to all verified requests within 30 days.

To file a complaint with the OPC: Office of the Privacy Commissioner of Canada 30 Victoria Street, Gatineau, Quebec K1A 1H3 Toll-free: 1-800-282-1376 www.priv.gc.ca

13. CASL Compliance

ARCEROS complies with Canada's Anti-Spam Legislation (CASL). We will not send commercial electronic messages to any individual without obtaining express or implied consent as defined under CASL.

If you receive a commercial electronic message from ARCEROS and wish to unsubscribe, you may do so at any time by:

• Clicking the unsubscribe link in the message

• Emailing support@arceros.com with "Unsubscribe" in the subject line

All unsubscribe requests will be actioned within 10 business days.

14. Children's Privacy

Our services are not directed at individuals under 18 years of age. ARCEROS does not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately at support@arceros.com, and we will delete the information promptly.

15. International Data Transfers

ARCEROS is based in Ottawa, Ontario, Canada. Some of the third-party platforms we use (including Google, Meta, and LinkedIn) may store and process data on servers located outside of Canada, including in the United States and other jurisdictions.

Where personal information is transferred outside of Canada, we ensure that it is handled with a comparable level of protection to that required under PIPEDA. By using our website and services, you acknowledge and consent to the transfer of your information to these international platforms as described in this policy.

16. Changes to This Policy

ARCEROS reserves the right to update this Privacy Policy at any time to reflect changes in our practices, services, or legal obligations.

When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy

• Post the revised policy at arceros.com/privacy

Your continued use of our website or services after a policy update constitutes your acceptance of the revised terms. We recommend reviewing this policy periodically.

17. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact:

ARCEROS

Email: support@arceros.com

Website: arceros.com

Location: Ottawa, Ontario, Canada

We will respond to all privacy enquiries within 5 business days.